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VERS STORY | STANDARD | ASSESSMENT | PROJECTS | DIGITAL ARCHIVE | TRAINING | TOOLKIT | PUBLICATIONS | |
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3.5 Description and Auxiliary Description The Description (M40) and Auxiliary Description (M153) elements contain a textual description of the record. Typically, the description is used to search for records and for determining whether the record is the one sought. The two elements are equivalent to the AGLS Description element. The two description elements are key elements in a general recordkeeping system. Many organisations have special-purpose recordkeeping systems to manage specific types of records. An example would be a plan management system that manages a collection of plans. Such specific types of records frequently have specific descriptive metadata, for example, the metadata associated with a plan would include a scale and datum. Such specific metadata elements are endless in scope and it is generally not worth defining matching elements for each of them in a general recordkeeping metadata set. This is because very few records would use these matching elements, making them less useful to search and difficult to display in a meaningful way. When transferring a record from a special purpose recordkeeping system to VERS, the information in these specific descriptive metadata elements is entered into the Description (M40) element. This makes the information in the specific descriptive metadata elements available for searching and the user can view the information to determine if the record contains what they want. The Auxiliary Description element (M153) has been added in Version 2 to facilitate searching for and displaying descriptive information about a record. In describing a record there are often specific descriptive elements that are extremely obscure; for example system-specific identifiers. It is often desired to include these descriptive element in the VERS metadata, and be able to search them, but not to automatically present them to the user when the record is retrieved. Such descriptive metadata elements should be put in the Auxiliary Description element. The Description (M40) element, on the other hand, should be reserved for descriptive information that should always be shown to a user. An example of a Description is:
<naa:Description> | |||||
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